Administrative Coordinator

Job TitleAdministrative Coordinator Agency Texas A&M University Department Procurement Services Proposed Minimum SalaryCommensurate Job LocationCollege Station, Texas Job TypeStaff Job Description A Glimpse of the Job The Administrative Coordinator I works under general supervision and provides administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. Essential Duties/Tasks Administrative Operations Management Oversees planning and execution of administrative operations Maintains daily office calendar and appointment monitoring Reviews and monitors project and program timelines and proactively identifies issues Coordinates office records retention and maintains reference materials Coordinates inventory and maintenance of office supplies and equipment Researches and responds to inquiries about office procedures and processes Coordinates logistical arrangements for travel, meetings, and events Develops and maintains administrative office procedures Reviews and signs documents for supervisors Serves as primary or backup administrative support to assigned functional areas Support and Coordination Provides administrative support for executive staff and various team members Coordinates meetings, conferences, and special events Ensures compliance with office policies and procedures Assists with content and maintenance of office website Provides support for exam processing and assessment platforms Compiles and distributes candidate itineraries and schedules for interviews Coordinates logistical arrangements for staff events and meetings HUB Administration Enter, update, and maintain data within the State of Texas Legislative Budget Board (LBB) system, ensuring accuracy and compliance with reporting requirements Manage and maintain insurance certificates within the Origami software platform, ensuring documentation is current and properly recorded Provide support for the departmental help desk ticketing system, including monitoring, routing, and assisting with resolution of service requests Support the Historically Underutilized Business (HUB) Program by assisting with monthly, semi-annual, and annual reporting requirements, as well as reviewing and processing HUB Subcontracting Plan (HSP) packets for completeness and compliance Post procurement solicitations to the State of Texas Electronic State Business Daily (ESBD) in accordance with applicable statutes and internal procedures Coordinate and maintain calendars for the Executive Director and Director, including scheduling meetings and managing appointments Serve as the initial point of contact for the department by answering and directing calls on the main phone line in a professional manner Perform additional administrative and operational duties as assigned to support departmental objectives Compliance and Policy Oversight Monitors compliance with office policies and procedures Analyzes requirements for projects or initiatives Provides technical information regarding administrative procedures Assists in establishing procedures to ensure compliance with regulations Staff Training and Supervision Supervises and trains student workers and support staff Assists in the development of processes for student onboarding What You Need to Know Salary: $45,000 annually Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section. Required Education and Experience Bachelor's degree or equivalent combination of education and experience Two years of experience in office administration Knowledge, Skills, and Abilities Ability to multitask and work cooperatively with others Knowledge of word processing, spreadsheet, database, and presentation applications Interpersonal and communication skills Planning and organization skills Other Requirements and Factors This position is security sensitive This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application. All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check. Equal Opportunity/Veterans/Disability Employer. Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 74,000 and nearly 14,000 faculty and staff. The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special. From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here! Equal Opportunity/Veterans/Disability Employer. If you need assistance in applying for this job, please contact (979) 845-5154. Useful Links: Benefit Programs Retirement Employee Discount Program Flexible Spending Accounts University Holidays Legal Statements New Employee Onboarding Prospective Employees Safety and Security Notices Training and Development USERRA Nondiscrimination Notice